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Document any defects you spot when first moving into apartment

By Maryann Bouche

Posted: Aug. 26, 2012

An empty apartment awaits, but before you get too settled in, you’ll need to spend some time inspecting each room for any damage or defects. As a tenant, you don’t want to lose money from your security deposit because of damage that occurred to the property before you even hauled in your first box. To reduce the likelihood of that happening, such pre-existing conditions need to be brought to your landlord’s attention.

Effective in Wisconsin as of March 31, 2012, when a new tenant begins occupancy, the landlord must provide the tenant with a check-in sheet describing the condition of the premises. The tenant has at least seven days to inspect and document any preexisting conditions.

The Tenant Resource Center in Madison, a nonprofit organization that offers information for renters and landlords statewide, advises renters to also take photos or make a video showing any existing damage such as carpet stains, scratches on the floor or missing refrigerator drawers.

Also, landlords must tell tenants they have a right to receive a list or description of any physical damages for which the landlord withheld money from the previous tenant’s security deposit. The landlord must provide this list before accepting a security deposit or converting an earnest money deposit to a security deposit. The landlord may require the prospective tenant to request this list of damages in writing. If the tenant requests a list of previous damages, the landlord must provide the list within 30 days after receiving the request, or within seven days after charging the previous tenant for damages, whichever is later.
Take time to complete the form

Returning the completed check-in form to the landlord benefits the tenant, noted Joyce Wuetrich, director of asset management, corporate secretary for Gorman & Company Inc.

The current form the company uses is a checklist for the resident to fill out. After the property manager receives the completed form from the tenant, it is kept on file, and when the tenant moves out, the move-in form is referred to during the check-out inspection.

“Also at move in, the resident receives our rules and regulations, which includes the charges that may be deducted from a security deposit at move out. It gives a heads up, so the resident can be sure things are taken care of to avoid having money deducted from the security deposit,” she said.

Wuetrich said that although tenants are notified that they can request in writing a list of damaged or defective items deducted from the previous tenant’s security deposit, very few have actually requested that.

The state does not require a specific check-in form to be used by landlords, so landlords can develop their own form, explained Beau Beach, president of Milwaukee Apartment Finders.

Typically the form has two columns — one for the tenant to put in notes and another column for the landlord to make notes. Even if you have roommates, one check-in form is completed for the unit. The tenant should make a copy of the completed document before returning it to the landlord.

Items on the move-in form typically include indicating the condition of walls, windows, counters, flooring, appliances, built-in shelves and cabinets, fixtures and anything else that is part of the property.

“Renters should complete the form to protect themselves. The more detailed information the tenant has, such as photos and videos, the better,” Beach said. “If the check-in form is not returned, the landlord will assume everything is in great shape.”

Although your landlord may choose to use a different form, a sample of a move-in form can be found at http://tenantresourcecenter.org/pc/documents/check_in.pdf

Move-in tipsTo make the most of the move-in form:
• Carefully inspect every room and hallway
• Fill out the form completely
• Take photos of damaged items
• Make copies of the completed form for all roommates
• Return completed form to landlord by the due date